Digital Health Records Scanning Co-ordinator

ESHT; Eastbourne; Hybrid; GBP 26,000 - 27,000; Full time

Benefits offered by this job

NHS Pension

Onsite parking

Staff restaurants

Accommodation

Employee Assistance Programme

Job summary

East Sussex Healthcare NHS Trust in Eastbourne is seeking a Digital Health Records Scanning Coordinator to join our NHS team. You will prepare, scan, index and QA patient documents to ensure accurate, secure digital records for point-of-care access.

Working with clinical and administrative colleagues, you will maintain scanning equipment and ensure GDPR compliance. The fixed-term, full-time role offers 37.5 hours per week and NHS benefits including pension and onsite facilities.

Qualifications

• GCSE English and Maths or equivalent.
• NVQ Level 3 in Business Administration or equivalent.
• Experience in Health Records or similar setting.
• IT qualification or experience using multiple software packages.

Responsibilities

• Prepare physical health records for scanning.
• Operate desk top scanners and digitise records.
• Index scanned documents into the EDM System.
• Perform quality assurance on scanned records.
• Handle confidential patient information per GDPR.
• Collaborate with clinical and administrative teams to resolve discrepancies.
• Maintain scanning equipment and report issues.

Skills

Attention to detail

Organisational skills

Teamwork

Communication skills

Data entry/IT literacy

GDPR/data protection awareness

Ability to work to deadlines

Knowledge of NHS IT systems

Education

GCSE English and Maths

NVQ 3 in Business Administration or equivalent

Tools

MS Office (Word/Excel/Outlook)

Job description

We do not charge fees for job applications, recruitment processes, sponsorship arrangements or employment offers. All current vacancies can be found below, with the published contact details being the only authorised routes for recruitment communications, applications and verification of job offers.

NHS AfC: Band 3

Main area Digital Health Records Grade NHS AfC: Band 3 Contract Fixed term: 12 months (up to 12 months) Hours Full time - 37.5 hours per week Job ref 374-ED2086-A

Site Eastbourne District General Hospital Town Eastbourne Salary £25,760 - £27,476 per annum, pro rata Salary period Yearly Closing 03/11/2026 23:59

We are proud to provide ‘Outstanding’ care and be a great place to work.

East Sussex Healthcare NHS Trust provides safe, compassionate and high quality hospital and community care to the half a million people living in East Sussex and those who visit our local area.

We are one of the largest organisations in East Sussex with an annual income of £700 million and we are the only integrated provider of acute and community care in Sussex.

Our extensive health services are provided by over 8,000+ dedicated members of staff working from two acute hospitals in Hastings and Eastbourne, three community hospitals in Bexhill, Rye and Uckfield, over 100 community sites across East Sussex, and in people’s own homes.

The Care Quality Commission (CQC) rated us as ‘Good’ overall, and ‘Outstanding’ for being Caring and Effective. The Conquest Hospital in Hastings and our Community Services were rated ‘Outstanding’ and Eastbourne DGH was rated ‘Good’ Our two acute hospitals have Emergency Departments and provide 24 hour a day care, offering a comprehensive range of surgical, medical, outpatient and maternity services, supported by a full range of diagnostic and therapy services.

Job overview

We are seeking a Digital Health Records Scanning Coordinator who is detail-oriented, digitally proficient, and passionate about working for the NHS, to join our dynamic team and play a vital role in the digitisation of patient records.

In this role, you will be responsible for preparing, scanning, indexing, and quality-checking patient documents to ensure accurate and secure digital storage. This essential function ensures complete and precise patient information is available at the point of care.

Main duties of the job

• Prepare physical health records for scanning, including sorting, removing staples, and categorising documents.
• Operate desk top scanners and associated software to digitise patient records.
• Accurately index scanned documents into the Electronic Document Management System (EDMS).
• Perform quality assurance checks to ensure completeness, clarity, and accuracy of scanned records.
• Handle confidential patient information in accordance with GDPR and data protection policies.
• Collaborate with clinical and administrative teams to resolve discrepancies or missing information.
• Maintain scanning equipment and report technical issues promptly.

A good working knowledge of Digital Systems is desirable, but a flexible approach set against a fast moving environment is essential. We are looking for a well organised and motivated person, with a can-do attitude and a keen eye for detail to maintain a high quality digital patient record.

Potential applicants should ensure they evidence the skills listed above in their application.

Working for our organisation

A wide range of staff benefits are available to our staff including staff development, enrolment in the NHS pension scheme, auto-enrolment to our Temporary Workforce Service, access to onsite nurseries. staff restaurants and accommodation.

In addition to an internal Occupational Health department, all staff also have access to free psychological support through our confidential Employee Assistance Programme. Onsite parking is available from only £50 a year.

Statement on the Use of AI

We value the individuality that each candidate brings to the application process. While we understand that AI tools are widely available, we strongly discourage applicants from using AI-generated content when applying for jobs with us. We believe that your application should reflect your true skills, experiences, and motivations, which are best conveyed through your own words and unique perspective.

Using AI for your application may not accurately represent your knowledge, skills, and experience and may result in a disconnect between your qualifications and our assessment of your application.

We encourage applicants to take the time to thoughtfully complete their applications; by doing so, you allow us to better understand your true potential and ensure a fair and transparent evaluation of your application. Over reliance on AI-generated content may diminish your chance of success.

Detailed job description and main responsibilities

Please refer to the job description attached.

If you have any questions about this position please do not hesitate to contact us.

Qualifications

• Good standard of education to include GCSE or equivalent in English and Maths
• NVQ 3 in Business Administration or equivalent level of knowledge and experience
• Experience working within a Health Records or similar setting
• IT qualification or Experience using multiple different IT software packages.

Experience

• Evidence of substantial clerical experience, especially in relation to filing systems
• Experience and understanding of a Patient Administration System (PAS)
• Experience of an electronic Health Records tracking system
• Experience of an Electronic Document Management (EDM) System
• Previous experience of an Electronic Document Scanning Software

Skills

• Good keyboard and IT skills including knowledge of Microsoft Office – Word, Excel and Outlook
• Able to work to deadlines
• Knowledge of filing systems
• Excellent written and verbal communication skills
• Ability to work on own initiative and as part of a team
• Able to work in a pressurised environment
• Ability to accept and manage change
• Knowledge of NHS IT systems

Patients come first at East Sussex Healthcare NHS Trust.

Our vision is to be:

• The healthcare provider of first choice for the people of East Sussex.

Our mission is to:

• Deliver better health outcomes and an excellent experience for everyone we provide with healthcare services.

Our strategic objectives are to:

• Improve quality and clinical outcomes by ensuring that safe patient care is our highest priority.
• Play a leading role in local partnerships to meet the needs of our local population and improve and enhance patients’ experiences.
• Use our resources efficiently and effectively for the benefit of our patients and their care to ensure our services clinically, operationally and financially sustainable.

Our aims are that all services delivered by the Trust are:

• Safe
• Effective
• Caring
• Responsive and
• Well led